Before Disaster Strikes: Ten Things You Need to Know An Infopeople Webcast November 30, 2006 – 12:00 -1:00pm Julie Page

Overarching priorities  Human life and safety  Protection of library’s assets

Emergency vs. Disaster Emergency An unanticipated or threatening event that requires immediate action Disaster An emergency that gets out of control Large-scale calamity that requires immediate action. May result in significant loss, damage or destruction. An emergency can become a disaster if immediate action is not taken to protect staff, patrons and collections

#1 Have a Communication Plan Up-to-date work and home numbers, cell phones and pagers Phone trees, /instant messaging, “reverse 911” Emergency recordings on phone line, out of state emergency number Have a crisis communication plan

#2 Prepare a first response action list Include – Who to call What to say What first actions to take Simple “fact sheets” with step-by-step instructions Gas, water, fire sprinklers, security, HVAC

#3 Organize emergency contact information for all staff & volunteers In event of injury, who should be called? Where do they want medical treatment? Keep contact numbers, emergency call lists readily available in case of evacuation Remember, life safety comes first!

#4 Prepare a disaster plan that covers people & collections Have a plan that is coordinated with your city/county/campus plan Keep it up-to-date, with multiple copies distributed Include procedures to handle the most likely emergencies Cover both people and collections calpreservation.org/disasters/index.html

#5 Train staff to respond to the most likely emergencies Make sure all staff know their roles in an emergency Extend your training beyond evacuation drills Encourage staff to have emergency plans for their families Conduct a disaster exercise or drill at least annually Use every event as a “test” of your preparedness planning

#6 Understand your insurance coverage What does it cover – buildings, contents, collections, special collections? What type of insurance – commercial, self-insured, both? What emergency actions can you take without jeopardizing your coverage?

#7 Survey your building for risks Conduct an internal and external survey of your building Potential water/electrical problems, HVAC issues, asbestos concerns, below grade storage What can you do to protect or lessen damage to collections? Keep materials/boxes off the floor Avoid basement storage when possible Stay alert to construction in or around your building

#8 Establish salvage priorities for collections, files & equipment What are the most important collections? Types of materials in those collections? Original artwork, photographs, leather bound books, scrapbooks What are their specific needs in a disaster? Effects of water, heat, fire Types of salvage treatment needed Are there critical files and equipment? Electronic files not backed up and stored off site

#9 Disaster supplies & services/supplies list as part of plan Have immediate response supplies for water emergencies Plastic sheeting, tape, buckets, etc. Store a larger number and types of supplies for people and collections First aid, flashlights, blankets, water, more plastic, boxes, etc. Maintain a list of local supplies/services for large scale needs Disaster Mitigation Planning Assistance: matrix.msu.edu/~disaster

#10 Establish collaborative relationships Establish relationships within your city/county/campus Look to the larger community – neighboring libraries & emergency responders Help to bring groups together with the common goal of protecting the assets of your library Form strategic partnerships in advance – it’s too late when disaster strikes

California Regional Disaster/Preservation Networks  Bay Area Mutual Aid Network (BAMAN)  Inland Empire Libraries Disaster Response Network (IELDRN)  Los Angeles Preservation Network (LAPNet)  San Diego/Imperial County Libraries Disaster Response Network (SILDRN) Supplies: Heartland Regional Library Network, North State Cooperative Library System, and Sacramento Area Disaster Response Network Forming: Monterey Bay region calpreservation.org/about/networks.html

Protecting Library Collections 2007 Preparedness, Response & Recovery Workshops Part 1: Planning & Response Part 2: Recovery & Training SF Bay Area and two additional sites TBA Would you like to host a workshop in your region? Contact:

Questions?